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Administrative Assistant-EK (JO-2301-188620)

Company: Ultimate Staffing Services
Location: Costa Mesa
Posted on: January 20, 2023

Job Description:

Job DescriptionLeading Hospitality organization in Costa Mesa is adding an Administrative Assistant to their Architecture department. Must have work experience with an Architecture or Construction firm or department. This role is onsite in Costa Mesa. This is a Direct Hire opportunity. This ROLE IS NOT REMOTE.This role will answers, screens phone calls and takes messages in a professional manner for the CEO.

Reads and routes incoming mail, e-mail and faxes.

Maintains department calendar, schedules all appointments and ensures Executive Director adheres to calendar and scheduled meetings.

Prepares correspondence, reports and memos with extreme attention to detail and accuracy.

Assembles receipts and prepares monthly expense reports.

Manages filing system on a weekly basis and creates new files as needed.

Interacts and effectively manages requests from retailers, vendors and internal departments.

Reviews, copies and codes invoices for Executive Directors approval.

Ability to handle multiple projects and stay highly organized.

Maintains confidentiality of all data handled.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

* Prepare and update internal reports and new project reports* Process invoices through Nexus and tracks some project costs through MRI* Print hard copies of leases and highlight areas that pertain to Architecture* Set up conference calls through Outlook* Log in all blueprints and architecture plans* Knowledge of construction and/or architecture a plusIntermediate MS Office experience

We are an equal opportunity employer and make hiring decisions based on merit. Recruitment, hiring, training, and job assignments are made without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, or any other protected classification. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

Keywords: Ultimate Staffing Services, Costa Mesa , Administrative Assistant-EK (JO-2301-188620), Administration, Clerical , Costa Mesa, California

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